LIVE AT HOME FRAMEWORK MINI COMPETITION END TO END PROCESS

Transcription

1 LIVE AT HOME FRAMEWORK MINI COMPETITION END TO END PROCESS Presentation of the end to end process flow for the mini competition pathfinder within the LAH Framework. Presenters: Nadine Mann Sarah Collins Hannah Rose Dan Morris Session held 1/12/2017

2 MINI COMPETITION PROCESS HIGH LEVEL ACTIVITIES New Referrals removed from batch list Activity 1 Activity 2 Activity 3 Activity 4 New Referral has exhausted the LAH Framework SPT Prepare Tender Documents & Post Event SPT Monitor Event & Manage Clarifications SPT Assess Responses, Identify Winning & Award Package in SPT Send Award and Purchase Order PROCESS ENDS LAH s Respond to Event with Bid Awarded tified Awarded Acknowledges/ Accepts Offer

3 Activity 1 - SPT Prepare Tender Documents & Post Event SCOPE FOR MINI COMPETITION PATHFINDER 1) ALL SERVICE TYPES AND SPECIALISMS (with the exception of 24 hr live in care) will be in scope for the pathfinder 2) Packages from ALL QUADRANTS 3) NEW referrals from social workers will be processed through the pathfinder 4) restriction on the amount of packages an LAH can bid on while events are open in the Delta e-sourcing tool Package requires sourcing following unsuccessful placement from LAH Framework 1. Create Event & upload documents and select relevant Contract List 2. Set open & closing dates for Event in alignment with business rules 3. Post Event New Referral Posted to Delta esourcing System Tenderbox Name= Mosaic ID Tenderbox Description= Specialism and Package Type Postcode Number of Carers Number of calls/day Number of hours/week Additional description (e.g. female or male carers preferred) Attachments: ISP Questions relating to Service User requirements this will be covered on Activity 2 Key Principle: New Referrals which have a start date of 24 hours or less; the preferred lead time will be 2 hours (polled from Key Stakeholder event) 24 hours is the max amount of time for any other start date timelines All LAH s receive an invite via to the bidding event

4 Activity 2 - SPT Monitor Event and Manage Clarifications/LAH s Respond to Event with Bid Overall Ranked List will be used to place calls in ranked list order Event Published & LAH s Invited to Tender 1. Monitor Event Status One or more s have accepted the event to bid? 3. (s) reviews ISP to assess Service User requirements 4. Monitor Messenger Centre, update and send Clarifications Log (or send separate ) 5. s Submit Bids by deadline Bidding Window Closes and Bids ready for review SPT can see: 1) the date invited 2) s(s) who have accepted, created and/or submitted a response 3) that a bid has been submitted by a but not the bid value SPT can not access bids until the event has closed Telephone 2.Place telephone call to (s) (s) has accepted the Event? Temporary step for Pathfinder calls will be placed only if no bids have been submitted LAH s will not be able to conduct an assessment directly with the Service User during the mini competition event Would like your input on acceptable cut off times for Q&A s must answer the following questions: 1) confirm your available start date 2) confirm you can meet the outcomes of the ISP 3) confirm you can meet the service user preferences (e.g. female or male carers preferred) 4) if the answer is no to Q3 above what are your service offerings 5) confirm your range of times for the visits (non mandatory) 5) Enter price (must be divisible by 4 if not ECC will round up) n-acceptance recorded

5 Activity 3 - SPT Assess Responses, Identify Winning & Award to LAH in Commercial System B Event Deadline has passed and responses/bid available for assessment Has a bid been received for the Adult Groups Commercial system 1. Assess bids from (s) Commercial system 2. Identify with lowest (next lowest) bid and can meet package requirements Is there a tied bid from 2 or more s? Telephone 4. Obtain Service User approval of awarded Service User approves? A Cont d Business Rules bids have been received, proceed with Spot process 3. Follow business rules for tied bids SPT Co-coordinator Key Principles 1) The package will be awarded to the LAH who has the lowest hourly rate, is able to meet the preferred start date AND able to meet the Service User needs / contractual requirements. 2) The who is identified to be awarded will be shared with the individual / social worker to confirm their service is acceptable (e.g. carer male/female preference, start time range etc.) 3) In the event no offers are made on the preferred start date the co-ordinator will consider all reasonable alternative start date offers in lowest priced order. 4) Once the bidding window closes, s will not be able to bid Is there a next lowest bidder? bids have been received, proceed with Spot process TIED BID BUSINESS RULES If there is a tied bid (same lowest price and start date) then the package will be awarded based on the following scenarios: 1) The provider who has the lowest price and is part of the Relevant list for the package (e.g. Chelmsford, personal care package - one is on relevant ranked list and the other isn t then goes to that on list) 2) If both / all providers are on the relevant ranked list, the package will be awarded to the highest ranked provider on the relevant ranked list. The tied bid criteria outlined in the framework will apply if appropriate. 3) If both / all providers are not on the relevant ranked list, the package will be awarded to the highest ranked provider overall i.e. each provider on the LAH highest overall scores will be ranked in order. 4) If a tie remains then the provider will : - be selected at random - Awarded to the highest CQC rated provider - Awarded to.

6 Activity 3 - SPT View Responses, Identify Winning & Award to LAH in Commercial System (cont d) A Phone 5. SPT contact Awarded to notify verbally and discuss any details SPT Co-coordinator 6. Send Award tification to This is notification only, Commencement of Care letter and PO will follow via regular e- mail 7. tify unsuccessful s of nonaward SPT Co-coordinator 8. Award/n-Award shown in Response Manager ( notification also received of award/non-award) Awarded Identified and tification(s) sent in Award Key Principles: 1) Once the outcome is known the Awarded will be notified first by phone followed by an award notification via the 2) Once the outcome is known the unsuccessful s will be notified simultaneously using the Commercial System 3) The Confirmation of Care and PO will be sent via as it is today (cc d to the Social Worker) 4) If a service user s package awarded to a provider is declined by them then it will be offered to the next lowest priced provider. 5) Any service users that are handed back after the contract commences with the awarded, this will be dealt with under the usual handback process as outlined in the LAH contract (i.e. will re-enter the LAH framework placement process)

7 Activity 4 - SPT Commencement of Care and Purchase Order (PO)/Awarded Acknowledges/Accepts Offer Mosaic Package Awarded to Winning via 1. Generate PO 2. Send Commencement of Care and PO to 3. Confirm acceptance of the Service User s package awarded. Has the provider accepted the award? Accepted Service User Awarded /Care Services Commence on planned start date/time For the purposes of the Purchase Order will be processed as a Spot provision, therefore there will be no change from an invoicing/payment standpoint Declined Is there another offer on the Adult Group? B Commence Spot Process